The document vault

A shared drive is storage. A document area is storage plus the information that makes each file findable in two years. IDup keeps the files in folders and links the same folder to the customer, the project or the invoice it belongs to.

Step by step

1. Open Document management. Your storage is created the first time you open it.
2. Click New folder, or drag files onto the page to upload several at once.
3. Use Folder from template for a ready structure. Three templates exist: Construction project, Tenant and Customer general. You can make your own under Manage templates.
4. Link the folder to a customer, project, invoice, quote, contract or lead under Links. The same folder then appears in that record without a copy.
5. Add Labels. Search by name, label or the text inside PDFs.

Versions

Upload a file with the same name to the same folder and it becomes a new version. The old one stays available. Use Restore to go back.

Who sees what

• Under Access a folder is open to all staff with the document permission, or only to selected staff and roles. Subfolders inherit this.
• Tick Visible to customers in the portal to share a folder with a customer. They can view and download only.
• Files that sit in a customer record show in the folder tree as a link. They are not copied.

Save PDFs automatically

In Settings you can have the PDF of an invoice or quote saved when you send it, and a contract after it is signed. This works only if the matching subfolder exists for that customer or project. You can also have a folder built from a template for every new project.

Sharing and signature

Click New and then Classic view for sharing, e-signature, the approval workflow and reminders.

Files count toward the storage limit of your plan.

Related areas

• File saver — quick storage without the folder structure.
• Spreadsheet online — spreadsheets edited inside the workspace.
• Scan and file documents — photograph a document and have it filed.